Finishing Your Ph.D. Degree Unofficial information for graduate students in the CEE department at Virginia Tech READ THROUGH COMPLETELY 1

Major Requirements You must be registered for classes in the semester you plan to take your final (research, class, or defending student status—DSS) NOTE: LINK TO ALL FORMS LISTED BELOW: You must apply for your degree (AFD form) You must apply to be admitted to the final (ONLINE form) Request a room for final/defense— Jeny with date and time Following your final exam, you must make final corrections to your dissertation and have your Chairman approve the final version in the ONLINE exam system. Once that approval is completed, you will upload your ETD in the same system that you scheduled your final exam. 2

Registration – Two Kinds Regular – register for class online for three or more hours Special – also called Defending Student Status (DSS) You do NOT register online for DSS. FORM: ics/Defending_Student_Status.pdf ics/Defending_Student_Status.pdf Caution: special deadlines apply to DSS. See Graduate School website to see if you qualify Deadlines Deadlines Jeny Beausoliel signs the DSS and final exam forms AFTER your advisor/committee has signed DSS is generally more flexible for a summer semester DSS is inexpensive compared to regular registration IF you qualify 3

DSS Registration, cont. International students may defend within the first 15 days of the semester OR any time during the semester using DSS, IF your principal activity is other than being an F-1/J-1 student enrolled full-time in pursuit of a degree (i.e., already on OPT or Academic Training). For more information, go to ex.html. ex.html International students should check with Ruth Athanson or Zelma Harris in the Immigration Office (540) about DSS registration. 4

Application for Degree (AFD) The AFD alerts the Graduate School that you plan to complete your degree that semester. Complete the AFD through your HokieSPA account by the posted deadline for the semester that you will complete your final Pay the fee: the $25.00 fee is good for one year NOTE: If you do not finish in the semester you applied for your degree, change your AFD in HOKIESPA to the correct semester The deadlines for AFD coordinate with your name appearing in the commencement bulletin. Your name can only appear in one semester’s bulletin 5

Final Exam Request--notes Confirm a date and time with your faculty BEFORE completing online form Your committee will need to sign electronically. The form confirms your plan to defend with the Graduate School The electronic form MUST be submitted to the Graduate School at least TWO WEEKS before your final. Plan enough time for your committee to sign. Use this form with both regular and DSS registration An official from the Graduate School will confirm scheduling your exam. Your final exam card should be signed by faculty ONLINE following the exam. Check your Graduate Student Requirement Checklist located in HokieSPA 6

Electronic Dissertation (ETD)—Four Steps The ETD must be submitted through the online final exam scheduling system within TWO WEEKS following your final exam: Step ONE: submit final version of dissertation and gains approval from Committee Chairman Step TWO: Committee Chairman returns to the ONLINE final exam scheduling system and approves the ETD for submission Step THREE: Student returns to the ONLINE final exam scheduling system and uploads the ETD Step FOUR: The other committee members return tot eh ONLINE final exam scheduling system and approve the final version of the dissertation The Graduate School then completes the final approval of the dissertation and awards the degree. NOTE: The Graduate School will contact the student if format corrections are needed 7

DEADLINES Commencement Deadlines: -Dates-and-Deadlines -Dates-and-Deadlines NOTE: The deadline page contains lots of information. Be sure to identify the correct registration information for your specific needs NOTE: there are early final exam deadlines for PHD students to attend commencement ceremonies Help is available—Jeny Beausoliel (703)

Summary Decide on registration for class—regular or special— and REGISTER Apply for your degree (AFD) Request a final exam (form) Defend and confirm with your advisor that you have completed all degree requirements Submit your electronic dissertation and confirm that the faculty turns in the ETD approval form. Check your VT account to see if changes need to be made to the ETD. Respond accordingly Check your Graduate Student Requirement Checklist on your HokieSPA account 9

Glossary AFD – application for degree ETD – electronic thesis and dissertation web site DSS—Defending Student Status Final Form – Request Candidate to the Final Exam form Final Exam – any final work such as an oral exam, project presentation, or a thesis defense 10